Directions for Lecture Organizer

The Lecture Organizer is a new position created since Cameron is going on leave. This role serves as the person ensuring that a single Lecture/Stargazing event is advertised, staffed, and then concluded properly--essentially that it goes off without a hitch.

Several weeks to a month before the event

• Create a poster for each event (weeks/months prior to event)
  • I use keynote to create the posters. I have templates.
  • This is usually pretty straightforward just changing text and finding an appropriate background image.
  • Export to PDF and jpg, keeping both under 500k filesize
• Advertise the event poster (weeks/months prior to event)
  • Print out 1 color copy of the poster and post it in Cahill Lobby several weeks prior to lecture.
  • Post a copy on the outreach website: http://outreach.astro.caltech.edu
  • Create a Facebook event for each lecture/stargazing event
    • Can be done through the Caltech Astro Facebook account. Ask Cameron for permissions.
    • Use past events as a template. Just swap out the dates and image.
• Get volunteers for the event
  • Volunteers usually sign up at the semi-annual volunteer meeting
  • Emailing the outreach-volunteers list about opportunities to sign up
  • If still missing people, walk around the department and talk to people directly.

Week before the event

• Email all of the volunteers, speakers, and MC reminding them of their commitments
• If anyone is unable to participate, then find a replacement
• Ensure that the box of materials for the lecture is ready for the event, and includes:
  • ~100 copies of schedule
  • Swag
  • Surveys
  • HDMI cables, audio cables, HDMI adaptors
  • Remote control
  • Badges
  • Tally counter
  • Signs
• Get the box of equipment to the LectureCaptain
• Ensure that telescopes, eyepieces, and tarp are present and ready for event.

At the event

• It isn't strictly necessary that you attend the event, but it would be good to have you there.
• If you attend, you can act as a backup LectureCaptain or LectureVolunteer or additionally photograph the event

After the event

• Move event from upcoming events to past events pages
• Give notes on how it went and attendance numbers
• Update the website to show the next event and poster: http://outreach.astro.caltech.edu
• Post the photos taken at the event
  • Sort through your photos and cull them down to only the best ones. We don't need 15 images of the exact same shot.
  • Upload them to our flickr page
  • Create a new album for them following the format from previous albums.
  • Name the event: YYYYMMDD - Lecture & Stargazing: SPEAKER
  • Add in the description the speaker and talk title & abstract
  • Arrange the photos in chronological order (oldest first)
  • Include the poster image in the album.
  • Post these to our social media accounts
• Make sure all equipment is put back in Cameron's office and is not a mess
  • Ensure that we have all the equipment / materials you gave to the LectureCaptain
    • All badges
    • Telescopes put away
    • Tarp put away